East Lancashire Chamber shares expert guidance to help businesses avoid delays and stay compliant.

As global trade intensifies and customs regulations evolve, the importance of accurate documentation has never been greater. At the heart of every successful cross-border transaction lies a critical document, the customs invoice.

According to Marie Burrows, International Business Specialist at the East Lancashire Chamber of Commerce, a well-prepared customs invoice is not just administrative paperwork. It’s a vital instrument that ensures goods move seamlessly across borders, meets legal requirements (read our blog on e-invoicing) and builds trust between international trading partners. Missing or incorrect details can lead to costly delays, financial penalties, or even shipment rejection.

So what should a Customs Invoice include?

Marie takes a few moments to highlight several core components that should be included in a compliant customs invoice.

Core Invoice Details

• Invoice Date: Clearly indicate the date of issue.
• Invoice Number: Use a unique identifier for tracking and auditing.
• Seller & Buyer Information: Provide full names, addresses including countries, contact details, and relevant VAT or tax IDs (here in the UK it would be the GB EORI number).
• Shipper & Consignee: Name both parties responsible for sending and receiving goods, with complete contact details including countries.
• Currency: State the transaction currency. Payment Terms: Outline terms such as payment methods, due dates, discounts, or late payment fees.

Product & Commodity Information

• Product Description: Offer a detailed description of each item, including its use, quantity, unit of measure, weight, and dimensions.
• Commodity Code (HS Code): List the appropriate tariff classification for each product.
• Country of Origin: Indicate where each product was made or produced.
• Statement of Origin as outlined in the relevant Free Trade Agreement.
• Unit Price & Total Value: Show both unit prices and total invoice value.

Shipping & Logistics Details

• Incoterms: Clearly define terms like FCA, CIF, or DAP to assign responsibilities.
• Ports: Include both the port of loading and port of destination.
• Mode of Transport: Specify whether goods are being shipped by air, sea, rail, or road.
• Container & Seal Numbers: For traceability in containerised shipping.
• Insurance: Note whether goods are insured during transit.
• Value Declaration: State the customs value, including applicable royalties, discounts, or commissions.
• Movement Reason: Specify the purpose of the shipment (is it a permanent sale, temporary export, return). This determines the correct customs procedure code (CPC) and ensures accurate declaration and processing.

Authorisation

• Signature: The invoice must be signed by an authorised company representative.
• Company Stamp: Where applicable, the official company stamp should be included.

Why Getting It Right Matters

With customs enforcement becoming more rigorous, errors in documentation can have serious consequences. A complete and compliant customs invoice helps expedite clearance processes, lowers the risk of inspection or delay, and enhances a company’s reputation in global markets. Marie comments further

 “Accuracy and attention to detail in customs documentation set the foundation for smooth international operations. It reflects not only compliance, but also professionalism and reliability.”

Supporting Businesses Across Borders

To assist companies in navigating international trade, the East Lancashire Chamber of Commerce provides a comprehensive suite of services including:

• Customs Clearance – Expert guidance to ensure efficient import/export processing.
• Document Certification – Preparation and certification of Certificates of Origin, EUR1s, ATA Carnets and more.
• Compliance Consultancy – Tailored advice for customs documentation and regulatory alignment.
• Training & Workshops – Equip your team with essential trade knowledge and compliance skills needed for successful international trade.

Businesses seeking support can contact the Chamber’s international team